Purpose.

There are many reasons and purposes for presentations. At some time in their career most managers will have to give a presentation of one kind or another. It is therefore essential that the person who gives the presentation should have all the information at his fingertips as some of the associated subjects will probably need clarification. Obviously the manager will have emphasised the purpose of his presentation.

Usually the event is to promote some kind of change in the operation of business and systems operations, products, working practices plus a general outline obtained from previous changes. Presentations are generally made to audiences who can contribute to the success of the changes discussed in the presentation. These pitches can be extremely challenging but offer tremendous rewards for the presenter if carried out in a clear and concise manner and is one of the most exciting situations any manager can experience. We will go deeper into that subject later.

This subject covers so much content I have had to break it down into shorter articles. I will publish these at regular intervals on this site.

Preparation

This is the most important part of any presentation regardless of the subject under discussion. Whatever you are presenting the same rules apply. Make absolutely sure you have all the accurate facts and figures available and present them in an interesting, disciplined, ordered way which leaves no room for confusion or misunderstanding. A presentation is one of the most obvious ways to display your business acumen and obtain the respect of your audience. If your superiors are present you should be able to impress them with your command and knowledge of the subject. With clients in the audience you have the opportunity to promote your expertise as well as the company's products to persuade your clients to place orders. If you are presenting to your colleagues or staff, again you have the opportunity to show you are master of your brief and consolidate your position within the organisation. This will lead to an accurate and interesting presentation which can increase your position within the organisation. It's surprising how many people don't take advantage of this opportunity and are apprehensive of giving a full presentation. The main point in the preparation, apart from the accuracy, interest and content of the main body is your enthusiasm. You must be totally at ease with your subject, be self assured and confident, be prepared to answer questions whilst on your feet and most importantly, not to panic. As I said before, preparation is by far the most important part for giving a good, effective presentation. Concentrate on the preparation BEFORE the event, edit it, refine it, become comfortable with it and you cannot fail to give a good performance.

The Venue

You may not have much choice of venue but it is important to research the venue position when preparing your brief. If you have any choice, use a venue which will be as informal as possible, one capable of holding visitors without being too cramped or uncomfortable. Choose a venue which meets all your requirements for equipment and any other special needs you may have. If you don't have a choice of venue then you will have to accept what is provided, but that does not mean you cannot ask for any services which you will need such as amplification equipment, Internet access, power points, lectern and so on. Try to avoid rooms which are too large. If you have to use a large room make sure your visitors are as near as possible to you. This will give a more intimate and friendly relationship and make the whole procedure much more agreeable. One other thing to consider when arranging a venue is ease of access. You will have to arrange for sufficient secure vehicle parking spaces to be made available. One other point on this subject involves easy access for disabled people. Remember that venue is important. If you have a choice, choose wisely. If you don't have a choice, try and obtain all you need and ensure you arrange the seating plan.

Michael Russell Your Independent guide to Small Business